7 Ways to Verify Property Owner Contact Data

Accurate property owner contact data is critical for real estate success. Whether you’re sending direct mail, making cold calls, or analyzing investments, bad data can waste time, money, and opportunities. Here’s how to ensure your information is reliable:

1. Check County Records: Use recorder and assessor records to confirm ownership details like legal names, deed types, and mailing addresses.
2. Verify IDs: Match government-issued IDs with property records to confirm identity.
3. Review Business Entity Records: For business-owned properties, check Secretary of State registries for ownership and status.
4. Validate Phone Numbers: Use tools to confirm numbers are active and correctly formatted.
5. Check Email Deliverability: Ensure email addresses are valid and won’t bounce.
6. Use USPS Address Verification: Confirm addresses are deliverable and identify absentee owners.
7. Automate with APIs: Use BatchData APIs to verify and enrich data at scale.

These steps help reduce wasted resources, improve outreach, and maintain compliance with regulations. Regularly updating your database ensures you stay ahead in the competitive real estate market.

How To Find Property Owners | Phone Numbers, Emails and More…

1. Use County Recorder and Assessor Records

County recorder and assessor records are your go-to source for accurate property ownership details. These records are updated with every property transaction, ensuring you have the most current information. This makes them indispensable for high-value transactions and focused outreach efforts.

What to Look for in County Records

Start by verifying the owner’s full legal name as it appears on the deed. Pay attention to details like middle initials, suffixes, and how the ownership is structured. This ensures your records align with the official documentation.

The deed type can reveal a lot about the property’s history. For instance:

• Warranty deeds indicate standard sales with guarantees on the title.
• Quitclaim deeds often signify transfers between family members or settlements, like those from a divorce.
• Trust deeds involve property held in trust.

Next, check the Assessor’s Parcel Number (APN). This unique identifier helps you cross-reference information across databases. The APN remains consistent, even when ownership changes, making it a reliable tracking tool.

The mailing address listed in the records is another critical detail. It’s often different from the property address, especially for investment properties or absentee owners. This is where tax bills and official notices are sent, making it a dependable contact point.

Look at the recording dates and document numbers to track ownership changes over time. Recent transfers might indicate motivated sellers or new investors, while long-term owners may have different priorities or communication preferences.

How to Access County Records

Now that you know what to check, the next step is accessing these records. Many counties in the U.S. provide online access through their official websites. Major counties often have portals for free property record searches.

To begin, visit the county’s official website and look for sections like “Recorder”, “Assessor”, “Property Records”, or “Real Estate Records.” Some counties partner with third-party platforms like Fidlar Technologies or Tyler Technologies to host their systems. Basic searches are typically free.

When searching online, use multiple criteria to ensure accuracy. Start with the property address, but also cross-reference with the owner’s name or APN. Be mindful of address formatting – try variations like “123 Main St” and “123 Main Street” if your first search doesn’t work.

If online access isn’t available, you can visit the recorder’s office in person or call their public information line. Staff can assist with specific property searches over the phone, though they may charge fees for document copies.

For frequent users, some counties offer subscription services. These paid options provide advanced search tools, bulk downloads, and access to additional documents not available through free portals.

How to Cross-Check Records Effectively

Once you’ve gathered the records, compare them with your existing database. Ensure legal names and mailing addresses match exactly. Any discrepancies could mean your database is outdated, especially if county records show recent updates. Keep in mind that mailing addresses in county records are updated when owners file change-of-address forms for tax purposes.

Watch for ownership structure changes. For example, if a property shifts from individual ownership to an LLC or trust, your communication strategy may need to change. New deed recordings in the county records will highlight these shifts, helping you adjust your approach.

Log any discrepancies to prioritize updates and identify recurring issues in your data. Focus on the most recent recordings, as they reflect the current legal ownership. However, remember that in some cases, previous owners may still be involved in property management decisions even after a transfer.

Set up regular checks for active properties. Monthly or quarterly reviews can help you catch ownership changes early, avoiding disruptions to your marketing strategies or negotiations.

2. Check Identity with Government-Issued IDs

Using government-issued IDs is one of the most reliable ways to verify a property owner’s identity. This is especially important for high-value transactions or when ownership has recently changed.

Steps for Identity Verification

Start by comparing the full legal name on the ID with the property records. Pay close attention to exact spelling, initials, and suffixes to ensure they match.

Accepted forms of ID include:

• Driver’s licenses
• State IDs
• Passports
• Military IDs

Each of these contains built-in security features to confirm authenticity. When reviewing a driver’s license or state ID, check if the address matches your records, though keep in mind that address updates may sometimes lag. Also, verify the issue and expiration dates – expired IDs often require further verification steps.

For passports, focus on the biographical page. This section includes the individual’s photo, full name, date of birth, and passport number. Passports are particularly helpful when dealing with foreign investors or in cases where other IDs aren’t available.

To ensure accuracy, cross-reference the ID details with an independent source, such as voter registration records or utility bills. This helps establish consistency across multiple official documents.

Always document the date and method of verification to maintain a clear audit trail. For business entities, review corporate documents to confirm the identity of authorized representatives.

Compliance Requirements

Identity verification must comply with federal and state AML (Anti-Money Laundering) and KYC (Know Your Customer) guidelines. These are especially crucial in real estate transactions involving cash buyers or international clients.

Here’s what to keep in mind:

• Maintain detailed records of all verification attempts and outcomes.
• Store copies of ID documents securely, limiting access to authorized personnel. Use encryption and follow data protection protocols.
• Adhere to Customer Identification Program (CIP) standards outlined in the USA PATRIOT Act, where applicable. Although these standards are primarily for financial institutions, many real estate professionals adopt similar practices for due diligence.
• Be aware of any state-specific requirements. Some states may require additional documentation for specific property types, such as agricultural land or waterfront properties.

It’s also essential to secure stored identification documents. Use encryption for digital storage, restrict access, and ensure proper disposal of sensitive information. Regular security audits can help maintain compliance.

Timing is another key factor. Identity verification should happen early in the process – ideally before significant resources are spent on marketing or negotiations. This minimizes wasted time on unverified contacts.

Finally, train your team to identify fraudulent documents. Red flags include mismatched fonts, altered photos, inconsistent details, or IDs that feel unusual. If something seems off, reach out to the issuing agency to confirm the document’s authenticity.

3. Verify Ownership Through Business Entity Records

After verifying individual identities, the next step involves digging into business entity records. This process is essential for business-owned properties, as it helps clarify ownership details and ensures the legitimacy of the entity. It also identifies key individuals responsible for decision-making.

Using Secretary of State Business Registries

Every Secretary of State office maintains a registry that includes critical information about registered businesses, such as formation dates, principal addresses, and registered agents. These registries are a valuable resource when verifying business ownership.

To start, search for the entity name exactly as it appears on the property deed. Be mindful of punctuation or abbreviations – adjust your search if the initial results don’t match.

Here’s what to focus on:

• Registered Agent Details: A registered agent is the designated person or company authorized to receive legal documents on behalf of the business. This individual or entity often acts as the primary point of contact, especially for businesses operating out of state.
• Principal Address: This address typically represents the company’s main place of business. It may differ from the registered agent’s address and often leads directly to decision-makers, particularly in real estate investment firms.
• Officers and Directors: For corporations, the registry typically lists key personnel like presidents, secretaries, and board members. LLCs, on the other hand, may list managers or members, depending on state disclosure rules.
• Entity Status: Verify that the business is marked as “active” or “in good standing.” If the entity is dissolved or suspended, it could indicate ownership issues or legal complications.
• Formation Date: Compare the entity’s formation date with the property purchase date. If the entity didn’t exist at the time of purchase, it could point to fraudulent activity or recording mistakes.

Most state registries are accessible online, though some may charge a small fee for detailed reports. States like Delaware, Nevada, and Wyoming are common choices for incorporation, so don’t limit your search to the state where the property is located. For businesses operating across state lines, check both the incorporation state and any states where the entity is registered as a “foreign entity.” These additional records often provide further contact details.

This registry data complements county records, offering a more complete view of business ownership.

Matching Business Records with Deeds

Cross-referencing business registry information with property deeds is crucial for ensuring data accuracy and spotting inconsistencies early. Once you’ve gathered the registry details, compare them against the property deed.

Here are key areas to examine:

• Name Variations and Signature Authority: Sometimes, minor name variations appear on deeds due to recording errors. Ensure the signing individual is listed in the business registry as an authorized representative with proper authority at the time the deed was executed.
• Timing Verification: Check that the signing individual held their position when the deed was signed. Business registry records often include appointment dates for officers or managers, which can help confirm their authority during the transaction.
• Address Consistency: Compare the addresses listed on the deed and in the business records. While they don’t have to match perfectly, significant differences – like a local address on the deed but only out-of-state addresses in the business records – may require further investigation.
• Entity Type Accuracy: Make sure the entity type on the deed matches the business registry. For instance, if the deed lists “ABC Properties Inc.”, the registry should confirm it’s a corporation, not an LLC.

If discrepancies arise, contact the county recorder for clarification. They can often identify recording errors or provide additional documentation to resolve inconsistencies.

For holding companies or subsidiaries, you may need to trace the ownership chain across multiple jurisdictions. Parent companies are often registered in different states, requiring searches in various registries.

Finally, document everything. Take screenshots, write detailed notes, and maintain a clear record of your findings. This organized trail will be invaluable for future communications and ensures transparency in the ownership verification process.

4. Use Phone Number Verification Tools

Phone numbers are a key way to connect with property owners. Having accurate numbers can make or break your outreach efforts. A valid, active phone number means smoother communication, while invalid or disconnected numbers waste time and could even harm your reputation.

Phone verification tools can check if a number is formatted correctly, active, and tied to the right type of line. They help real estate professionals avoid dialing wrong numbers, disconnected lines, or reaching the wrong person entirely.

What to Check for Phone Verification

• Correct Format: Make sure the number aligns with the North American Numbering Plan (NANP) for U.S. numbers. This includes a three-digit area code, a three-digit exchange code, and a four-digit subscriber number. Numbers with missing digits or invalid area codes (like 000 or 911) should be flagged.
• Line Type: Identify whether the number is a mobile phone, landline, or VoIP service. Mobile numbers often lead to better contact rates, while landlines and VoIP numbers may suggest different preferences for communication.
• Carrier Details: Knowing the carrier (e.g., Verizon, AT&T, T-Mobile) can give you a sense of call quality. Major carriers generally ensure more reliable connections.
• Active Status: Confirm if the number is still in service. Verification tools can flag disconnected numbers before they disrupt your outreach.
• Porting History: Look for recent carrier changes. Numbers that frequently switch carriers might be unstable or temporary.
• Risk Flags: Numbers tied to spam complaints, fraud reports, or do-not-call violations should be avoided. Contacting these can hurt your reputation and lead to legal issues.

These checks create a solid foundation for more effective outreach, setting the stage for better contact rates.

Better Contact Rates Through Verified Numbers

Once you’ve verified phone numbers, your outreach becomes much more efficient. For example, knowing whether a number is mobile or a landline helps you tailor your approach. Mobile numbers might be easier to reach in the evening, while landlines can help differentiate between residential and business contacts for more focused communication.

Line type and carrier details can also refine your strategy. You might follow up with a text for mobile numbers or leave voicemails for landlines. Plus, verified numbers ensure you’re reaching the right property owner, reducing the chance of violating regulations like the Telephone Consumer Protection Act (TCPA).

Many phone verification tools can integrate with your CRM or calling platform. They automatically flag questionable numbers, so you don’t waste time dialing them. This proactive step not only saves time but also boosts your overall outreach success.

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5. Verify Email Deliverability and Domain Quality

Just like accurate phone verification is crucial for successful outreach, verifying email addresses is essential to maintaining a reliable and responsive contact list. Valid email addresses improve deliverability rates and safeguard your sender reputation, while invalid ones waste resources and can harm your campaigns.

Email verification involves checking several technical aspects to ensure your messages reach their intended recipients. For real estate professionals, this process plays a key role in keeping contact lists clean and achieving better response rates. Here’s a streamlined approach to verifying email deliverability and domain quality.

Steps for Email Verification

Syntax and Format Validation
The first step is ensuring the email address is formatted correctly. It should include a local part (before the @ symbol), the @ symbol, and a domain part. Common errors to watch for include missing @ symbols, extra spaces, invalid characters, consecutive dots, or misplaced punctuation.

Domain and MX Record Verification
This step confirms that the email domain is configured to receive messages. MX (Mail Exchange) records determine where emails should be delivered. If a domain lacks proper MX records or points to non-existent servers, messages will likely bounce. This step also helps identify typos or completely fabricated domains.

SMTP Response Testing
This involves connecting to the recipient’s mail server to simulate message delivery without actually sending an email. The server provides a response code – typically, a 250 code confirms the address is valid, while a 550 code indicates the address does not exist.

Mailbox Existence Verification
This step checks whether the recipient’s mailbox exists. Some tools can identify catch-all domains, which accept emails for any address under the domain. While these may seem valid, they often result in lower engagement rates because messages may not reach the intended recipient.

Risk Assessment
This involves identifying problematic or risky email addresses that could harm your sender reputation. For example, spam traps, role-based addresses (like info@ or admin@), temporary email services, or addresses known for bounces or complaints. Role-based emails rarely connect you with a decision-maker, and spam traps can severely damage your reputation.

Reducing Bounces and Protecting Sender Reputation

These verification steps go beyond basic checks – they actively protect your sender reputation by minimizing bounce rates. Internet Service Providers (ISPs) monitor bounce rates closely, and high rates can signal poor list management. This can result in your emails being flagged as spam or blocked entirely.

Unverified email lists often lead to higher bounce rates, wasted marketing dollars, and reduced campaign performance. On the other hand, verified lists improve connection rates with property owners, reduce costs by avoiding unnecessary messages, and ensure better engagement. When your emails land in active inboxes, you’re more likely to see higher open and click-through rates.

Many email verification tools also integrate seamlessly with CRM systems and email marketing platforms. This automation ensures that new contacts are verified before they’re added to your campaigns, maintaining list quality and reducing manual work. The result? Better engagement, fewer wasted resources, and a measurable return on investment.

6. Cross-Check Addresses with USPS Address Verification

Using USPS address verification is a smart way to ensure your outreach efforts reach property owners effectively. The United States Postal Service offers tools that help real estate professionals confirm whether an address can receive mail. This process doesn’t just save money on wasted marketing but also helps uncover discrepancies, like absentee ownership, when a property’s physical (situs) address differs from the owner’s mailing address.

USPS verification goes beyond simple formatting – it confirms whether an address is an actual delivery point, even at the unit level. This is especially useful for multi-unit properties or when owners have relocated since purchasing the property. Here’s a breakdown of how USPS tools help standardize, validate, and update addresses for better outreach.

Formatting Addresses for Accuracy

Properly formatted addresses reduce delivery errors and help you avoid missed opportunities.

CASS Standardization Requirements
The USPS Coding Accuracy Support System (CASS) ensures addresses meet formatting and validation standards. CASS-certified tools adjust addresses to USPS-approved formats, using specific abbreviations like “St” for “Street” and “Ave” for “Avenue.” This standardization improves machine-readability and ensures higher delivery success rates.

Delivery Point Validation (DPV)
DPV checks if an address is deliverable. A DPV “Y” confirms it can receive mail, while a DPV “N” flags potential issues. This is especially crucial for multi-unit properties where missing unit numbers can result in failed deliveries.

ZIP+4 and Enhanced Addressing
Adding the four-digit ZIP+4 extension improves delivery accuracy and sorting efficiency. CASS-certified tools automatically append these codes during standardization. Combined with Move Update compliance, this process can even qualify mailers for postal discounts. Address errors like missing unit numbers or non-standard suffixes are common culprits for non-delivery, but standardizing addresses through CASS-certified validators ensures accuracy before launching campaigns.

NCOALink for Address Updates
NCOALink compares addresses to USPS Change of Address records from the past 18–48 months, ensuring mailing information is up to date. Running NCOALink before campaigns – and at least every 95 days – keeps addresses current and maintains Move Update compliance.

Identifying Absentee Owners

USPS tools do more than validate addresses – they also help identify absentee owners, a valuable insight for targeted outreach.

Comparing Situs and Mailing Addresses
One way to pinpoint absentee owners is by comparing the USPS-verified property situs address to the owner’s mailing address. A mismatch – like a mailing address in a different city or state, or the use of a P.O. Box – often signals absentee ownership. This insight is particularly useful for targeting landlords or out-of-state investors.

For example, discrepancies such as returned mail at the situs address but successful delivery elsewhere can highlight absentee ownership. A systematic process involves extracting both situs and mailing addresses from county assessor data, normalizing them with a CASS-certified validator, and flagging mismatched records.

Practical Implementation Results
A review of 2,500 parcels from county assessor data found a 14% mismatch between situs and owner mailing addresses. After running CASS standardization and USPS DPV checks, 9% of these addresses were corrected with ZIP+4 codes and unit updates, while 11% were identified as absentee. Certified mail tests to USPS-verified addresses reduced returned mail by 38% month-over-month and improved follow-up contact rates by prioritizing confirmed deliverable addresses.

Multi-Unit Property Considerations
Multi-unit properties require special attention to secondary address fields like apartment or suite numbers. Even if the primary address is correct, missing or non-standard unit identifiers can lead to delivery failures. Standardizing terms like “Apt”, “Ste”, or “Unit” ensures accurate delivery, and DPV validation can confirm these details. If assessor data lacks unit information, cross-referencing with MLS records or contacting property management can fill in the gaps before mailing campaigns begin.

This thorough approach not only ensures reliable mail delivery but also helps uncover absentee ownership opportunities, giving you a clear edge in your outreach efforts.

7. Automate Data Verification with BatchData APIs

When managing large property datasets, relying solely on manual verification can be inefficient and error-prone. That’s where automated tools like BatchData APIs step in, making it easier to ensure data accuracy on a larger scale. For real estate professionals, this means validating contact information, enriching property details, and eliminating the need for constant manual updates – all in one seamless process.

BatchData APIs work by cross-referencing public records, verifying phone numbers and emails, and enriching contact profiles. This ensures your data stays accurate and up to date, giving you the confidence to execute effective outreach campaigns.

BatchData API Features

BatchData provides a range of APIs tailored to verify and enrich property owner contact data:

• Property Search and Enrichment: With just a property address, this API retrieves verified owner details and enriched property information. It pulls key data from reliable public sources, simplifying your research process.
• Contact Enrichment: Got incomplete or outdated records? This API can fill in the blanks with updated phone numbers, email addresses, and mailing addresses, ensuring no detail is overlooked.
• Phone and Email Verification: BatchData’s tools validate phone numbers and flag those that are disconnected or invalid. Similarly, the email verification feature ensures email addresses are deliverable, helping you avoid wasted outreach efforts.
• Skip Tracing Integration: When original records are outdated, this feature locates updated contact information for property owners, keeping your database current and reliable.

These APIs integrate smoothly with your existing systems, bridging the gap between manual checks and automated data management.

Setting Up Automated Workflows

You can integrate BatchData APIs directly with your CRM or property management system to automate data verification processes. For example, connecting the Property Search API allows new property records to trigger automatic enrichment and verification workflows. This ensures that every record is accurate and complete before you begin outreach efforts.

Need more flexibility? You can customize workflows to flag incomplete records for skip tracing or manual review. BatchData APIs let you adjust the depth of verification to match your specific requirements.

Keeping Data Current

Property owner information can change frequently, but BatchData has you covered. With bulk processing and scheduled updates, you can regularly verify your entire database. Automated re-verification ensures you capture any changes in contact details as they happen, keeping your records consistently accurate and actionable.

Conclusion: Building Trust with Verified Data

Having accurate contact data is a cornerstone of success in the real estate industry. Reliable information fosters trust, reduces wasted efforts, and helps you make smarter decisions that can enhance your business operations.

Overview of the 7 Verification Methods

Each verification method plays a role in creating a full picture of property ownership:

• County recorder and assessor records: Offer official proof of ownership.
• Government-issued ID checks: Confirm the identity of individuals.
• Business entity records: Clarify corporate ownership structures.
• Phone number verification tools: Prevent issues like calling disconnected numbers.
• Email deliverability checks: Safeguard sender reputation and ensure messages reach their destination.
• USPS address verification: Ensures accurate mail delivery and flags absentee owners.
• BatchData APIs: Automate large-scale data verification efficiently.

When combined, these methods address the key qualities of reliable real estate data: keeping it up-to-date, ensuring accuracy, maintaining uniformity, and capturing all relevant details. Together, they create a solid foundation for long-term data reliability.

Keeping Your Data Accurate Over Time

To maintain reliable data, start by standardizing data entry. Implement consistent formats and validation rules to minimize errors right from the beginning. Schedule regular verifications for your database – property ownership often changes quarterly, so prioritize high-value contacts every 90 days and aim to review your entire database at least twice a year.

Leverage automated tools to monitor for inconsistencies, such as mismatched property details or incorrect date ranges. Additionally, document your verification processes to ensure everyone on your team follows the same standards. Clear guidelines outlining roles and responsibilities help maintain uniform data quality across your organization.

Finally, work with industry experts and set up feedback loops to refine your verification techniques as the real estate market evolves.

Inaccurate data doesn’t just waste resources – it can lead to financial losses, damage your reputation, and cause missed opportunities. By using these seven verification methods and adopting ongoing accuracy practices, you’ll build a strong, trustworthy foundation for long-term success in real estate.

FAQs

How often should I update property owner contact information to maintain accuracy and compliance?

To maintain accurate and compliant property owner contact information, it’s essential to update your data on a regular basis. While an annual review can serve as a baseline, more frequent updates – such as monthly or quarterly – are better suited for fast-paced real estate markets. It’s also important to revise your records whenever significant changes occur, like property sales or ownership transfers.

For real estate listings, updates typically happen every 48 to 72 hours. By keeping your records current, you can enhance communication, generate stronger leads, and ensure adherence to industry standards.

What risks can arise from not verifying property owner contact information in real estate transactions?

Failing to verify property owner contact information can open the door to serious issues, including fraud. For instance, criminals might pose as property owners to sell properties they don’t actually own, leading to financial losses, legal battles, and harm to your reputation.

On top of that, relying on outdated or incorrect information can create miscommunication, slow down transactions, and complicate efforts to confirm ownership rights. Taking the time to verify contact details helps ensure smoother communication, avoids expensive mistakes, and safeguards everyone involved in real estate transactions.

Can USPS address verification help uncover absentee property owners for real estate opportunities?

USPS address verification is a handy resource for spotting absentee property owners. By matching delivery addresses with owner addresses, you can identify properties where the owner doesn’t live on-site. This can highlight potential opportunities, like rental properties or homes that might be up for sale.

Relying on verified address data improves accuracy and ensures more reliable targeting of absentee owners. For real estate professionals, this means sharper outreach efforts and more informed decision-making.